Virtual Assistant – Client Success Coordinator & Personal Assistant to the Operations Director

Full-Time: 40hrs PW | Remote Working Hours: Monday–Friday, UK business hours (some flexibility available) Type: Freelance (Individual only – no agencies) About Us Be Fearsome is an expanding Wellness, Teambuilding, Leadership, and Workplace Safety business based in Central London, serving clients across the UK and Europe. We deliver services in: - Corporate Wellness & Fitness (outdoor, online) - Corporate Teambuilding & Leadership Development - Adventure Services (e.g., mountaineering) - Workplace Safety Services (including Mental Health, Fire Safety, and Physical Wellbeing Training) - Public Outdoor Group Exercise Classes - Personal Training, Nutrition & Endurance Coaching Our mission: "To help more people achieve their true potential by creating a safe, fun and inclusive environment in fitness, nutrition, lifestyle and adventure whilst making a positive impact on the local community." Our vision: "To build a better place for people to grow." Our core values: Humble Excellence Team Spirit Infectious Enthusiasm Led By Service Accountability for Success About the Role We are looking for a reliable, proactive, and committed Virtual Assistant to work full-time with our Operations Director and the wider Be Fearsome team. The main focus of this role is to reduce the workload of the Operations Director (OD) and protect his time by taking initiative and managing all tasks that can be delegated. You’ll also be responsible for client communications, admin support, scheduling, and project coordination. IMPORTANT: While we will train you on tools and systems, we cannot train reliability, punctuality, or commitment. If you are frequently unavailable, miss deadlines, or make excuses – this is not the role for you. Key Responsibilities Executive Assistant to the Operations Director Respond promptly to messages Proactively manage OD’s inbox, calendar, and workflow Anticipate needs and offer solutions before being asked Weekly catch-up with OD to plan tasks and priorities Client Success & Admin Support Respond to client queries within 3 hours (during working hours) Manage and update CRM systems and internal trackers Schedule meetings and sessions with clients and instructors Organise and maintain digital files and documents Liaise with trainers, coaches, and clients Conduct research for projects when needed Assist with light project coordination and admin tasks Maintain a detailed timesheet when requested Marketing Support Create and schedule content using templates (Canva or similar) Produce and manage a monthly social media calendar across platforms (Meta, LinkedIn, and others as needed) Schedule and publish posts across all platforms in line with brand voice Support with repurposing content for newsletters, blogs, and campaigns Skills & Tools Must-Have (or willing to learn quickly): Strong written and spoken English (UK) Google Workspace (Docs, Sheets, Drive, Calendar) Canva (basic design/editing) Project Management tools (Asana or similar) Slack or similar communication platforms CRM system familiarity (GHL Ideal) Ability to work independently and communicate proactively Bonus (preferred but not required): Familiarity with Wix, Go High Level, Meta Business Suite Understanding of digital/content marketing Experience in fitness, wellness, or leadership development fields Expectations Full-time availability: Monday–Friday Respond to messages from OD within 15 mins during UK business hours Follow up on all client enquiries within 3 hours (during working hours) Deliver tasks to agreed deadlines Attend weekly check-ins with OD Maintain a timesheet if requested Be proactive, solutions-focused, and willing to learn You Are ✅ Reliable and punctual – always show up, no excuses ✅ Experienced – at least 2 years in EA, admin or customer support roles ✅ Professional communicator – written and verbal ✅ Proactive and organised – you take initiative, don’t wait to be told ✅ Team player – helpful and collaborative ✅ Enthusiastic – you believe in our mission and want to grow with us ✅ Comfortable working remotely with minimal supervision Compensation & Benefits 40hrs per week Fully remote role Long-term opportunity for growth Ongoing training and development Be part of a team that’s genuinely changing lives How to Apply Send your CV and a short video message explaining: Why you're a great fit for this role A situation where you helped reduce someone’s workload What makes you reliable and how you manage your schedule Tom Frearson Operations Director & Head Coach Be Fearsome LTD Apply tot his job